BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), April 28, 2009

These minutes have not yet been approved by the HUA Board.  Any corrections, additions, or deletions  will be made at the next regular HUA Board meeting prior to official approval.

President Todd Campbell called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Owen Hill, Paul Kelly, Linda Kirby, Carol Marker, and Jim Petkus.  Jim Servis was absent. 

MARCH 24, 2009 MINUTES:  Carol Marker made a motion to approve the March 24, 2009 minutes, seconded by Jim Petkus.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted that Mayor Kovarik will attend the May HUA Board meeting.  The HUA Board orientation meeting was held in April, a milestone and contracts calendar was developed and posted.

VICE-PRESIDENT’S REMARKS:  Carol Marker, no remarks.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  The “Bad Debt” account will suffer resulting from foreclosures and loss of assessment collections.  Other financial items were discussed throughout the other portions of the Board meeting.  Linda Kirby made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

Treasurer's Report for March 31, 2009
UMBRELLA CASH POSITION	Totals 2/28/09	Operating 3/31/09	Reserves 3/31/09	Totals 3/31/2009	Change from Prev. Month
	$446,674.19	$18,094.81	$421,463.24	$439,558.05	($7,116.14)
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,556.50	$123,663.59	($107.09)	$370,331.30	$370,990.77	($659.47)
Landscape	$54,093.28	$70,241.27	$16,147.99	$124,626.63	$148,862.81	$24,236.18
Security	$20,316.87	$22,367.62	$2,050.75	$61,838.21	$65,552.86	$3,714.65
Administration	$17,742.39	$18,581.86	$839.47	$51,637.70	$55,591.15	$3,953.45
	($52.89)	$0.00	$52.89	($52.89)	$0.00	$52.89
Maintenance	$24,661.60	$19,023.21	($5,638.39)	$82,863.57	$77,894.63	($4,968.94)
Total Expenses	$116,761.25	$130,213.96	$13,452.71	$320,913.22	$347,901.45	$26,988.23
INCOME (LOSS)	$6,795.25	($6,550.37)	$13,345.62	$49,418.08	$23,089.32	$26,328.76
CRF CASH POSITION	Totals 2/28/09	Operating 3/31/09	Reserves 3/31/09	Totals 3/31/2009	Change from Prev. Month
CRF	$25,505.02	$6,109.90	$19,290.30	$25,400.20	($104.82)
CRF-Clubhouse	$19,317.41	$19,313.87	$0.00	$19,313.87	($3.54)
Golf	$42,760.94	$41,373.57	$6,784.34	$48,157.91	$5,396.97
TOTALS	$87,583.37	$66,797.34	$26,074.64	$92,871.98	$5,288.61
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,017.25	$13,277.99	($2,260.74)	$33,408.65	$33,408.65	($4,675.32)
EXPENSES	$7,438.94	$9,014.56	$1,575.62	$32,047.28	$32,047.28	$2,471.40
INCOME (LOSS)	$3,578.31	$4,263.43	($685.12)	$1,361.37	$1,361.37	($2,203.92)
CBRC CASH POSITION	Totals 2/28/09	Operating 3/31/09	Reserves 3/31/09	Totals 3/31/2009	Change from Prev. Month
	$59,511.84	$17,251.15	$435.00	$60,765.21	$1,253.37
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,627.33	$2,569.68	$57.65	$7,889.73	$7,709.04	$180.69
EXPENSES	$1,838.48	$2,366.20	$527.72	$9,782.82	$7,897.35	($1,885.51)
INCOME (LOSS)	$788.85	$203.48	$585.37	($1,893.09)	($188.31)	($1,704.82)
HHRC CASH POSITION	Totals 2/28/09	Operating 3/31/09	Reserves 3/31/09	Totals 3/31/2009	Change from Prev. Month
	$37,933.42	$8,395.50	$33,966.49	$42,361.99	$4,428.57
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,799.82	$3,800.33	($0.51)	$11,398.96	$11,655.99	($257.03)
EXPENSES	$1,875.94	$2,694.14	$818.20	$7,610.26	$9,228.67	$1,618.41
INCOME (LOSS)	$1,923.88	$1,106.19	$817.69	$3,788.70	$2,427.32	$1,361.38
SBCRC CASH POSITION	Totals 2/28/09	Operating 3/31/09	Reserves 3/31/09	Totals 3/31/2009	Change from Prev. Month
	$39,377.60	$16,322.16	$21,437.56	$37,759.72	($1,617.88)
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,952.01	$1,919.22	$32.79	$5,826.31	$5,757.66	$68.65
EXPENSES	$1,094.31	$1,415.00	$320.69	$3,807.89	$4,395.00	$587.11
INCOME (LOSS)	$857.70	$504.22	$353.48	$2,018.42	$1,362.66	$655.76

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that he would be meeting with Scott Drabecki, Village Engineer, to discuss ideas and options on topographical drainage and flooding issues in the StoneyBrook neighborhood and also the crawlspace and garage issues in the Hidden Hills areas.  Within the week all neighborhood key card security systems will be operational and key cards are being made at the Security office.  Linda Kirby made a motion to receive and accept the Management Report, seconded by Sam Dent.  At vote, all aye, motion carried.  (The Management Report follows these minutes in the HeatherRidge Happenings.)

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.  No formal report, there was discussion.  Jim Petkus is Chair of the committee.  He would like to be advised of major maintenance projects so that he can be the conduit to the HUA Board.  Carol Marker made a motion to receive and accept the verbal report, seconded by Owen Hill.  At vote, all aye, motion carried. 

Audit Committee:   Paul Kelly noted that the Audit was reviewed at the Finance Committee meeting.

Finance Committee:  Copies of the 2007 Audit Report (as well as the audit recommendations and reply by Golf Visions) are available at HUA office.  Paul Kelly presented his Financial Report from the April 23, 2009 meeting.  The Finance Committee reviewed the paving bids, it is noted that responses are for the “job” rather than engineering specifications, as vendors were not given engineering specifications.  The Finance Committee will recommend that the option of taking out a loan to do all the streets that are in poor condition be considered.  Owen Hill made a motion that the Community Manager review all existing vendor bids, and to get bids on the remaining streets that should be paved soon, before May 19, 2009.  This should include the drainage bids that are critical to the paving work.  That information could then be used to make loan applications.  Motion seconded by Sam Dent, at vote all aye, motion carried.  Carol Marker suggested that there is money in the Reserves for capital improvements and that the original streets we have bids on could be done now with that money.  The Six-Year Plan can accommodate the future paving needs (streets in good condition, and the newly paved streets planned for in the out-years).  A contract including more streets could be advantageous by the current lower prices (than last year) and “bulk discount” for larger projects.  The Community Manager and the TLLCISI Committee can work on developing standardized specifications for paving and other recurring contracts for HeatherRidge.      

Golf and Tennis Committee:   An April meeting was held.  The season is open, season pass sales are up, and the golf course is in good shape.  Linda Kirby made a motion to approve the Golf Committee Report and the Golf Visions Financial Reports, seconded by Sam Dent.  At vote, all aye, motion carried.

Landscape Committee Notes:  No formal report.  A meeting will be held on Wednesday, May 13, 10 am at the HUA office.  There was considerable discussion on the removal of a rectangular planting area that has a light post and small tree.  Salt over the winter appears to contaminate the soil so that plants do not grow well in the area.  Options include removing the timbers, moving the tree and light post.  There is disagreement on removing the timbers, moving the light post and tree, and on whether this type of project even requires HUA Board approval (or determination by our professional Department Heads in overall property care).   President Campbell determined that these types of issues will be handled among the Community Manager and our professional staff with their best judgment.  At the May 26, 2009 meeting, Jim Petkus made a motion to amend the April 2009 minutes to accept these notes as an official report.  Second by Owen Hill, at vote, all aye, motion carried.

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  No formal report or motion required. 

Security Committee:  No formal report or motion required.  Linda Kirby (Chairperson) will be meeting with the Security Chief later this week.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report or motion required.  Owen Hill is in the process of organizing the TLLCISI Committee, primary emphasis will be on contracts, specifications, and proposals. 

Welcoming Committee:  The April 14, 2009 meeting welcomed three new residents.  The next regular meeting will be held May 12, 2009.

OLD BUSINESS: 

Presentation of the final 2007 Audit Report.  The 2007 Audit report has been completed by Mark Cantey and Associates and accepted.  HUA is actively pursuing the audit recommendations, particularly those that include Golf Visions.  Copies are available at the HUA office.  Paul Kelly made a motion to accept the 2007 Audit Report as provided by Mark Cantey and Associates, seconded by Jim Petkus, at vote, all aye, motion carried.

Chase Court Retaining Wall per the Six-Year Plan.  The natural boulder and modular styles of retaining wall were discussed.  The Chase Court pond is small, and tucked back behind residences.  A motion to accept the CK Brick and Stone modular wall solution at $21,750 was made by Paul Kelly, seconded by Carol Marker.  At vote, all nay, motion failed.  A new motion to accept the CK Brick and Stone proposal for granite boulders at $13,950 was made by Carol Marker, seconded by Sam Dent.  At vote, all aye, motion carried. 

Revisit Street Paving Bids.  This discussion began during the Finance Committee Report.  Bob Marcus noted that three companies have resubmitted or modified their original proposals from March, 2009.  In regard to specifications and bids, it must be noted that HeatherRidge does not have a professional engineering department with the expertise to develop specifications for the unique entities of HeatherRidge.  Our vendors are selected for their expertise and previous experience.  The bidding process has not been “apples to apples” as the companies bid on the job and the particular area and the descriptions may not have been exactly alike as to whether it is expressed in square feet or square yards.  This process has been successful over the years with the work has been done in a professional and satisfactory manner.  The other option is hiring an external engineering firm to prepare detailed specifications at a significant additional expense.  The option of applying for bank loans to complete all required paving jobs this year was again discussed.  A motion was presented to the HUA Board to explore taking a 5-year bank loan to complete all streets in need of immediate paving by Jim Petkus, seconded by Paul Kelly.  Carol Marker once again noted that an existing bid could be accepted and the work on these initial streets done as soon as possible using the reserve account for capital improvements, then the HUA Board could consider a loan to complete the additional roads that need immediate repaving.  At vote 5 aye, 3 nay, motion carried.  Community Manager will get bids on the additional roads that could be done in the near future if a loan is secured, to be received by May 19 for presentation to the Finance Committee so that a recommendation and possible loan information can be presented at the May 26, 2009 HUA Board meeting. 

Purchasing Policy Clarification.  The purchasing March 17, 2008 (formally dated June 2, 2008) is the purchasing policy that is in effect.  It was accepted by the TLLCISI Committee and copies are available to the HUA Board. 

Covered Bridge Recreation Center Cement Pad Replacement (CBRC Neighborhood Committee).  A report from the Covered Bridge Neighborhood Committee (CBNC) was distributed.  Jim Petkus recapped that the CBNC selected the bid from Rick’s Maintenance Services for the concrete pad repair, using a “six-bag mix” quality of concrete.  Jim Petkus moved to accept the bid from Rick’s Maintenance Services, using the six-bag concrete mix for repair of the concrete pad between the CB pool and recreation center.  The vendor will provide certification that the six-bag mix to be used in the project.  Motion seconded by Paul Kelly, at vote, all aye, motion carried.

*  Pool Area Awning.  Jim Petkus (representing the CBNC and the HUA Board) made a motion to issue a purchase order to United Canvas and Awning for the CBRC pool area (specs to follow those used for the HHRC Cabana pool area), not to exceed the price of $3,750, seconded by Linda Kirby.  At vote, all aye, motion carried.

*  Jim Petkus made a motion to accept the bid by Roland Roofing to install two power vents and a humidistat at the CBRC at the cost of $650, seconded by Owen Hill.  At vote, all aye, motion carried, purchase order will be issued.

*  The decision on whether to paint or stain the CBRC deck and stairs will be deferred until estimates have been received and reviewed by the CBNC.

NEW BUSINESS:

Employee Health Insurance Review and Vendor Approval.  United Healthcare has proposed a 25% raise in employee health insurance rates for the second year of their contract.  Bob Marcus explained the spreadsheets of bid info from vendors.  Humana has done an initial proposal that would reflect a 4% decrease in cost.  After underwriting, the bid would reflect employee medical history considerations and could actually have an increase, but still be lower than 13% (for a lower coverage policy) or the 25% that United Healthcare proposed.  It should be noted that in smaller companies with under 50 insured employees, all Brokers receive the same standard pricing from carriers.  Bob Marcus suggested that Humana be selected as the insurance carrier as long as the underwriter costs do not approach or exceed the 25% United Healthcare increase.  Paul Kelly made a motion to accept the Humana coverage as long as the underwriter costs do not exceed the United Healthcare 25% price raise.  At vote, 6 aye, 2 nay, motion carried.

Organic Sediment Review and Acceptance.  Vendor has been used successfully over the past four years.  Carol Marker made a motion to accept the Organic Sediment Removal Systems proposal for cleaning ponds 18, 20, and 25, seconded by Sam Dent.  At vote, all aye, motion carried.  Purchase order will be prepared.

Direction Needed for New Signage for Two Main HeatherRidge Entrances.  All HUA Board Directors felt that the signage should replicate the existing, more-rustic signs used throughout HeatherRidge.  The RAC will proceed to make recommendations on vendors and sign specifications for the HUA Board.  

Revisit Landscape Issue from Covered Bridge area.  Jim Petkus made a motion that the planting box, timbers, and light post NOT be removed or changed, left as they are, second by Paul Kelly.  There was more discussion on aesthetics, precedents, landscape and maintenance issues.  At vote, 6 aye, 1 nay, 1 abstained, motion carried.  Todd Campbell reiterated that only the Community Manager Bob Marcus can give direction to employees.

OPEN DISCUSSION FOR HOMEOWNERS:

Marty Padilla of the StoneyBrook neighborhood introduced the recurring issues with the basketball hoop and playing area.  Marty will work with Bob Marcus and the HeatherRidge departments to prepare a recommendation for the HUA Board meeting of May 26, 2009.

Paul Kelly made a motion to conduct an Executive Session after the regular meeting, seconded by Owen Hill.

Carol Marker made a motion to adjourn the meeting, seconded by Paul Kelly; at vote, all aye, motion carried.

Adjournment at 9:10 pm.                                                                                     Next Meeting – Tuesday, May 26, 2009